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HomeMy WebLinkAbout01-22-07-WS ~ ~~HILLS Approved: 2/12/07 CITY OF ARDEN HILLS, MINNESOTA WORK SESSION MEETING JANUARY 22, 2007; 5:00 P.M. ARDEN HILLS CITY COUNCIL CHAMBERS CALL TO ORDER/ROLL CALL Pursuant to due call and notice thereof, Mayor Stan Harpstead called to order the work session meeting at 5 :07 p.m. Present: Mayor Stan Harpstead, Councilmembers David Grant (5:30 PM), Brenda Holden, David McClung, and Fran Holmes Absent: None Also present were: City Administrator, Michelle Wolfe; Community Development Director, Karen Barton; Assistant City Administrator, Schawn Johnson; Finance Director, Sue Iverson; Public Works Director, Greg Hoag; and Civil Engineer, Kris Giga Others present were: Five Year CIP- Mayor Stan Harpstead requested that items 2.A. and 2.B. be switched on the agenda. Members of the City Council agreed to the proposed agenda change. City Administrator Michelle Wolfe provided the City Council with background information regarding the proposed five year CIP program. The City Council last adopted a five year CIP in 2004. In the future, it is City staffs intention to present the future CIP's to the City Council as part of the budget process. City Administrator Wolfe recommended that City Council consider adopting the proposed five year CIP at a future City Council meeting. The proposed CIP will provide a starting point for City Council and City staff to initiate future improvement project discussions. City staff is also in the process of entering the five year CIP into the City's Plan-It Software that will be utilized to track future CIP expenditures. Civil Engineer Kris Giga provided the City Council with an overview of the proposed five year (2007-2012) CIP plan. ARDEN HILLS CITY COUNCIL - January 22,2007 2007 Proiects 2007 PMP Mill and Overlav: As discussed at. previous Council meetings and in the feasibility report, the 2007 PMP was expanded to include the streets proposed for the 2009 PMP. Some of the streets originally suggested for mill and overlay are now being considered for seal coats. Spot utility repair has been incorporated into the project, including items such as gate valve repair, catch basin/manhole improvements, and sanitary sewer pipe repair. Funding source: General Capital Fund, General Fund, Enterprise Funds (Watermain, Surface Water, Sanitary Sewer), and Assessments. 2007 Seal coat: The seal coat proj ect has been listed as a separate line item in the spreadsheet. These costs are not assessed to residents, and for easier tracking, staff separated the costs from the PMP costs. Based on the feasibility report, two additional neighborhoods have been added to the proposed seal coat project: the Chatham Avenue neighborhood, and the Harriet AvenueIPine Tree Drive neighborhood. The estimated costs for the 2007 PMP are lower than staff originally anticipated, and balance the increase in costs for the seal coat proj ect. Funding source: General Capital Fund. 2008 Proiects 2008 PMP Reconstruct: The proposed project for 2008 includes the neighborhood south of County Road E and east of Snelling Avenue. The streets include: Arden Place, Forest Lane, Skiles Lane, Glenarden Road, Glenarden Court, and North Snelling Avenue. Utility work will be incorporated into this proj ect as needed. With the continuing increase in stormwater requirements, it is anticipated that the stormwater costs will be the highest of the utility costs. Funding source: General Capital Fund, General Fund, Enterprise Funds (Watermain, Surface Water, Sanitary Sewer), and Assessments. The City of Arden Hills has received a request from the City of Roseville regarding its next area for street reconstruction, the Asbury Avenue/ Ridgewood Road neighborhood (Roseville's "Neighborhood 10"). City limits are midblock; some properties are even divided by the border. Roseville would like us to consider the option of extending their project up to Glenhill Road, which would include approximately 300 feet of Asbury Avenue and 400 feet of Ridgewood Road located within Arden Hills. Estimated costs for these segments are approximately $125,000, which includes some funding for storm sewer improvements that will be needed. While the estimated costs for the 2008 PMP exceed the $1 million guideline, 2007 and 2009 projects are estimated at less than $l 2 ARDEN HILLS CITY COUNCIL - January 22, 2007 million, creating a balance over three years. Given the close proxImIty of this neighborhood to the proposed 2008 PMP, this would be another good candidate for combining projects in an effort to reduce construction costs by creating a more lucrative project for contractors. 2009 Proiects 2009 PMP Reconstruct: Since streets previously proposed in 2009 were shifted to 2007, staff has shifted the previously proposed 2011 proj ect to 2009. Past practice has been to alternate reconstruction and mill and overlay projects every year. Since staff is not recommending mill and overlays on streets with insufficient sub grade, this is resulting in more streets that are in need of reconstruction than mill and overlay. Therefore, we are proposing reconstruction projects in smaller neighborhoods in the "off" years to continue raising the City-wide average PCI. This change may affect the enterprise funds, as mill and overlay projects typically don't involve major utility work. Funding source: General Capital Fund, General Fund, Enterprise Funds (Watermain, Surface Water, Sanitary Sewer), Assessments. 2009 Seal coat: Based on changes to the 2007 seal coat project, staff has made some minor revisions to the proposed 2009 seal coat project. Funding source: General Capital Fund. 2010 Proiects 2010 PMP Reconstruct: No change has been made to the proposed improvements in 2010. Funding source: General Capital Fund, General Fund, Enterprise Funds (Watermain, Surface Water, Sanitary Sewer), State Aid Funds, Assessments. 2011 Proiects 2011 PMP Reconstruct/Mill and Overlay: Staff reviewed projects preliminarily identified for 2012-2016 and selected a mill and overlay project to shift to 2011 in an effort to continue capturing streets before they deteriorate to a point of needing reconstruction. The proposed 2011 project involves the Wyncrest and Nursery Hill neighborhoods. Amble Road is the only road within these neighborhoods that does not have curb and gutter, therefore, it is proposed as a reconstruct as a part of this proj ect. Utility repairs would be made as necessary. 3 ARDEN HILLS CITY COUNCIL - January 22, 2007 Funding source: General Capital Fund, General Fund, Enterprise Funds (Watermain, Surface Water, Sanitary Sewer), Assessments. 2011 Seal coat: Staff has made some minor revisions to the proposed seal coat project for 20ll. Funding source: General Capital Fund. Councihnember David McClung asked if City staff is making an assumption that the sub grade is poor if a street does not have curb and gutter. Civil Engineer Kris Giga noted that typically streets that were constructed in the 1960's have a poor soil base due to the way the streets were constructed at that time. Councilmember Holden asked if the reconstruction of streets without curb and gutter is an engineering philosophy or is this practice justifiable. Ms Giga stated that streets that do not have curb and gutter typically have a minimal sub-base and would not be a good candidate for mill and overlay. Councilmember Holden requested that the City does not plan future reconstruction projects based solely on the fact that a street does not have curb and gutter. Councilmember Holmes inquired about the GoodPointe report that has the City maintaining an average PCI rating of seventy-five for the City. Civil Engineer Kris Giga noted that the City is being more proactive in the beginning of the CIP plan to ensure that the City's average PCI rating will be around seventy-five. Councilmember Holden asked about the status of replacing future lift stations. Public Works Director Greg Hoag noted that City staff is currently evaluating the status of the City's older lift stations. City Administrator Michelle Wolfe stated that City staff is currently evaluating the need for a SCADA system and possible improvements to the City's lift stations. The City will evaluate the proposed proj ects in the CIP on a yearly basis. Councilmember Holden asked City staff for a cost estimate regarding how much the City spends per year on patching and repairing Snelling Avenue. Public Works Director Greg Hoag said that the City has spent roughly $30,000 over the last five years on labor and materials to repair Snelling Avenue. 4 ARDEN HILLS CITY COUNCIL - January 22,2007 Councilmember McClung said that he is concerned about the proposed reconstruction cost for Snelling Avnue. City Administrator Michelle Wolfe noted that City Council could push back the Snelling Avenue project to a future year. Councilmember Grant inquired about the PCI rating for Glenarden Road and Skiles Lane. Civil Engineer Kris Giga estimated that the PCI ratings for these streets are less than fifty. Members of the City Council requested that the proposed five year CIP plan be discussed at the next City Council meeting. TCAAP Framework Vision Discussion- Mayor Stan Harpstead asked members of the City Council, City staff, CRR, and the Hosington Koegler Group Inc. (HKGi), to identify the three most important issues that they see facing the TCAAP site as we begin discussing the framework vision and master planning process. The following is a listing of the items that were mentioned by the meeting participants: Jeff McMenimen (HKGi): I. Diversity ofUses-(Housing, Office Space, Commerical, Open Space) 2. Central Open Space 3. Integrated Road Network Fran Holmes: I. Throw out the Current Vision 2. Defined neighborhoods with limited access Michelle Wolfe: I. Good integration of public space 2. Water feature-utilization of storm water feature 3. Divesity of Uses 4. Connectivity ofthe project David McClung: I. Higher prominence of the two entrances into the development 2. Diversity of different uses-Integrate with current Arden Hills 3. Highway 10/Highway 96 Office Showroom 4. Central meeting place or gathering spot for the City of Arden Hills Gen McJilton (CRR): I. Diversity of use 2. Storm water relationship 3. Traffic/access issues 4. No spokes or wheel type development projects 5 ARDEN HILLS CITY COUNCIL - January 22,2007 Brenda Holden: I. Economic Viability 2. Clear definition of density 3. Protection of the wildlife corridor 4. Questions the need for a transit center 5. Continuity of uses Karen Barton: 1. Make the proj ect a destination for people 2. Integrate the new project with Arden Hills 3. Variety of life cycle housing 4. Sustainable/green construction Rick Collins (CRR): I. Diversity of uses 2. Noteworthy place 3. Economic viability Bruce Chamberlin (HKGi): I. Interlinked public open spaces 2. Design sustainability 3. Walkability Schawn Johnson: 1. Desirability of the location 2. Transportation issues 3. Life cycle housing David Grant: 1. Economic viability-sustainable over time 2. Lower density 3. Eliminate transit center 4. Owner occupied units 5. Value created through amenities Stan Harpstead: I. Use the National Guard land as a visual center 2. Smaller water feature (Pond connection within retail) 3. Implement economic engines early on is the development process 4. Residential area to touch highway 96 5. Residentialloops James Lehnhoff: I. Life cycle housing 2. Multi-model transportation 6 ARDEN HILLS CITY COUNCIL - January 22,2007 3. Adaptive-reuse construction 4. Integration Dave Hamemick (in audience, National Guard): 1. Compatibility with National Guard 2. Public open space Susan Iverson: 1. Affordable next generation housing Kris Giga: 1. Environmentally friendly development 2. Integrated/Looped road network 3. Smaller neighborhoods Mayor Harpstead requested input from the group regarding proposed land use types, locations, and other development concerns. Councilmember Grant noted that his primary concern is that the development project is able to withstand changes in the market place. Mayor Stan Harpstead recommended that the City hold on to certain parcels of land for future open space. Councilmember Holden raised concerns about the proposed density levels at the TCAAP site. City Planner James Lehnhoffnoted that the zoning of the land may need to be amended. Councilmember Holmes requested the implementation of a open meeting space for the community off of Highway 96. Councilmember Grant noted that he is concerned about the additional cost for cul-de-sac road ways and the additional costs for maintaining them. Public Works Director Greg Hoag noted that cul-de-sacs are very difficult to plow. His preference is for through streets. Mayor Stan Harpstead asked for clarification regarding what is considered open space. Mr. Bruce Chamberlin noted that a parkway, park space, non-developed areas, and storm water ponds are considered open space. Mayor Harsptead proposed that 10% of the development be reserved for open space. This does not take into consideration the wild life corridor region. 7 ARDEN HILLS CITY COUNCIL - January 22,2007 Mayor Harpstead requested the group's input regarding site access to the TCAAP site. Mr. Jeff McMenimen noted that a number of residents expressed concern at the Town Hall meeting regarding traffic levels on Highway 96. Councilmember McClung said that he is concerned about site access on the north side of Highway 96. Community Development Director Karen Barton said that the City and County may have to address the need for traffic lights at the different access points. Mayor Harpstead requested input from the group regarding the proposed storm water feature. Councihnember Holden requested a smaller water feature. Counci1member McClung suggested that more than one water feature be created. Mayor Harsptead asked if space should be reserved on the TCAAP site for future public buildings. City Administrator Wolfe noted that it may be a good idea to have a place holder for future public buildings. Mayor Harpstead noted that this will be an on-going discussion as we work on creating a master plan for the TCAAP site. City Administrator Wolfe asked members of the City Council if they would be available to attend a 6:15 PM work session on January 29th. A majority of the City Council noted that they would be able to attend a work session meeting at 6: 15 PM to discuss the November development site tour. Overview of the City of Arden Hills Emere:encv Manae:ement Plan and Procedures- Public Works Director Greg Hoag introduced Mr. Judd Freed (Ramsey County Emergency Management Director) and Ms. Krysta Reuter (Ramsey County Emergency Management Coordinator) to the City Council. Mr. Freed and Ms. Reuter provided the City Council with an overview of the emergency management services provided by Ramsey County, required National Incident Management Services (NIMS) training, and the county-wide Emergency Operations Plan (EOP). In 2005, the City Council adopted the City's current Emergency Operation Procedures and Ramsey County Emergency Management Plan. Mr. Freed noted that City Council and City department heads are required to complete the National Incident Management System training requirements: IS-700, IS-800, IS-IOO, IS-200, IS- 300, and IS-400. The classes can be completed on-line or through a certified instructor. 8 ARDEN HILLS CITY COUNCIL - January 22,2007 Mr. Greg Hoag stated that the City has two certified MnIMS instructor's (Assistant City Administrator and Public Works Director) on-staff. Councilmember Holden asked if the City is required to participate in mutual aid requests from other cities. Mr. Judd Freed noted that the City is not obligated to participate in a mutual aid request. The City controls its own resources. Councilmember Holden asked if Ramsey County has compiled a list of available generators. Mr. Judd Freed stated that Ramsey County has compiled a partial list of generators. The problem that the County is experiencing is that each generator has a different connection and is not compatible with each other. Mayor Harpstead thanked Mr. Freed and Ms. Reuter for attending the work session meeting. City staff will be scheduling NIMS training for new City Councilmembers and City staff in the near future. Comprehensive Plan Update Karen Barton, Community Development Director, provided the City Council with an overview of the comprehensive plan schedule and process. The City last updated the comprehensive plan in 1998; therefore, our next update is due in late 2008. Staff began the update process in late 2006 and will proceed with the update process in 2007. The anticipated completion date for the comprehensive plan is late 2007 or early 2008. Because staff anticipated the need for a consultant to assist with the comprehensive plan update process, City staff has included $40,000 in the 2007 budget for the hiring of a consulting firm. Additionally, as part of the TCAAP redevelopment process, the Met Council will require an amendment to our comprehensive plan. Hoisington Koegler Group, Inc. (HKGi) has been contracted by CRR to prepare the amendment for the TCAAP redevelopment. City staff was included in the selection process and concurred with the selection ofHKGi as the master planning consultant. Because of the timing of both the comprehensive plan amendment and the update, staff is recommending that a dual-track process would be the most efficient method to complete both proj ects in a timely manner. Depending on the timing of the TCAAP proj ect, the City may end up with two separate processes (an amendment and the update), or possibly combining both processes into one process. Since HKGi had already been contracted by CRR to complete the amendment, staff believes it would be cost effective and provide economies of scale for the City to contract with HKGi to assist with the comprehensive plan update. Staff has met with HKGi and has requested that they prepare a scope of services and estimate to assist us with the preparation of the comprehensive plan update. City staff anticipates bringing a contract to Council in the next month for approval. 9 ARDEN HILLS CITY COUNCIL - January 22,2007 Mayor Harpstead asked ifHKGi has experience in completing comprehensive plan updates. City Administrator Michelle Wolfe stated that HKGi has completed comprehensive plans in the past and is very qualified for this assignment. Councilmember Holmes noted that there was an article in the Minneapolis Star & Tribune regarding size limitations for new homes being constructed in established neighborhoods. City Administrator Wolfe stated that it was a similar process to when the City limited the height of new garages. Members of the City Council were comfortable with receiving a proposal from HKGi for assisting the City with completing the comprehensive plan update. TCAAP Update Community Development Director Karen Barton stated that the GSA has requested an extension to review the City's purchase offer for the TCAAP property. Mayor Harpstead noted that the property sale negotiations are on-going and the City Council cannot discuss some details at an open meeting. If members of the City Council would like to discuss this issue in greater detail, he advised them to contact Ms. Barton for further information. Ms. Barton informed the City Council that the TCAAP Advisory Group will be having its first meeting on February 1 st at City hall. Council Comments and ReQuests- Councilmember Grant requested that City staff contact Ramsey County to have the City Hall directions changed on the County's annual tax statement. The directions to front door at City Hall are incorrect. Requested that City staff create a back-up computer disk with the City's emergency management plan in case City Hall was ever inoperable due to an emergency situation, this would allow the City to have a copy of the plan at all times. Councilmember Holden inquired about the proposed dates for the City Council/Department Head retreat. Mayor Harpstead asked for comments from Councilmember Grant and Councilmember Holden about the last year's retreat facilitator. Councilmember Grant and Councilmember Holden requested that the City hire a new retreat facilitator for this year. 10 ARDEN HILLS CITY COUNCIL - January 22,2007 Councilmember Holden requested a contact number at City Hall in case she is ever running late to a meeting. City Administrator Michelle Wolfe noted that all department heads are carrying cell phones and a list of the telephone numbers will be distributed to the City Council in the near future. Councilmember Holmes stated that she received a complaint from a resident regarding potholes on Glenpaul Avenue. Public Works Director Greg Hoag said that he would have City staff look into the situation. Councilmember Holmes thanked the Public Works department for the great outdoor ice at the local skating rinks. Councilmember McClung said that he has received a lot of positive feedback regarding the Town Hall meeting. He also attended a Lake Johanna Fire Board and Relief meeting last week. If any of the City Councilmember would like a meeting recap please feel free to contact him. Mayor Harpstead welcomed Sue Iverson (Finance Director/Treasurer) to the City of Arden Hills. City Administrator Michelle Wolfe noted that the February Work Session discussion items are scheduled to be: . 1-35W Corridor Coalition; . Committee/Commission Discussion. City Administrator Michelle Wolfe asked if the City Council would like to receive copies of the League ofMN Cities Friday's legislative fax update. Members of the City Council requested this information be sent to them. Mayor Harpstead requested an update on the Clear Channel bill board situation. Community Development Director Karen Barton stated that City staff is currently working with City Attorney Jerry Filla on this issue. The City's sign code does not allow electronic message board type signs. City staff has met with Clear Channel and requested that the sign be removed. Members of the City Council recommended a sign moratorium be implemented to allow time to update the ordinance as it relates to electronic billboards. Mayor Harpstead provided the City Council with an update regarding the proposed expansion project at Bethel University. Mayor Stan Harpstead adjourned the Work Session meeting at 9: 10 p.m. 11 --=-;::~7 Michelle. fe City Administrator"- 12